19/09/2006 - 22:00

Dealing with a Pandora’s inbox

19/09/2006 - 22:00

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The internet may have revolutionised information access, but email has gone one step further in the way it has broken down traditional hierarchies, offering almost unfettered access to all.

Dealing with a Pandora’s inbox

The internet may have revolutionised information access, but email has gone one step further in the way it has broken down traditional hierarchies, offering almost unfettered access to all.

This is why most organisational experts dealing with corporate issues recommend companies introduce a simple set of protocols as a guide to appropriate email use.

Priority Management’s Andy Buchanan-Hughes said that, at its simplest, a protocol restricting the occasions when people may carbon copy others into a message, for instance, was a great time-saving device.

But it goes way beyond that; it helps management consider the huge risks that come with providing email access.

“It is not just IT or IR,” Mr Buchanan-Hughes said. “There is a lot of organisation which they are not even aware of.”

Below are some of the examples found by WA Business News.

•           Security: Confidential data can be swiftly transferred, either intentionally or not, by email.

•           Legal liability: It’s not just sexually explicit content that can cause problems. The traceability of email also creates issues in many legal contexts; can you be really sure who has seen or stored a particular document?

•           Productivity loss: Wasting time online accounts for an increasing amount of lost productivity.

•           Bandwidth waste: Download-ing material sent via the internet can significantly clog digital pipelines.

•           Storage: Saving huge amounts of email, often with big attachments, uses up the storage capacity of organisations.

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